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Guest NaniP

Minutes missing who made and seconded a motion

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Guest NaniP

Minutes taken at a meeting are missing who made or seconded the motion.  This information is not retrievable.  Can the minutes be approved?  If so, how should the minutes be handled?

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18 minutes ago, Guest NaniP said:

Minutes taken at a meeting are missing who made or seconded the motion.  This information is not retrievable.  Can the minutes be approved?  If so, how should the minutes be handled?

Yes, the minutes can still be approved.  Perhaps during the approval process members will know who made the motions.  Forget about recording seconds in the minutes unless the group has ordered that it be done.  RONR does not require the minutes to show who seconded a motion.

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If it impossible to get that information, the secretary can write something along the lines, "The chair put the question ...,"  or "The motion was made... ."  Not perfect, but acceptable in the circumstances. 

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Guest NaniP

Just to be clear, the minutes would simply state for example: "The motion was made to authorize $300 from the operational account for the purchase of software."  The minutes would then report the results of the vote.  Am I correct.

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Guest Who's Coming to Dinner

Yes, but the "results of the vote" will normally be "adopted" or "lost" (or words to those effects). Do not record vote counts unless a counted vote was ordered.

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That should work, as JJ noted.

Why is the information irretrievable? Is it because the minutes are being approved several months after the meeting? Or maybe the secretary didn't hear who made the motion? RONR gives advice on how to handle such situations, to prevent future similar situations.

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One would think the mover would know the answer to this question, and could provide it during approval (or, if absent, at a later meeting, via a motion to amend something previously adopted).

By the way, my colleagues on this board continually chide me for referring to adoption of the minutes.  Why, I wonder, is the motion to change them later, nonetheless, "amend something previously adopted"?

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9 minutes ago, Joshua Katz said:

One would think the mover would know the answer to this question, and could provide it during approval (or, if absent, at a later meeting, via a motion to amend something previously adopted).

By the way, my colleagues on this board continually chide me for referring to adoption of the minutes.  Why, I wonder, is the motion to change them later, nonetheless, "amend something previously adopted"?

Some of the cognoscenti do refer to it as amending something previously approved, Mr. Katz.  :)

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Guest NaniP

Thank you guys so much.  I tried asked while trying to approve the minutes but no one remembered making the motion or who did.  I will definitely do as you suggest.  

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23 hours ago, Guest NaniP said:

Just to be clear, the minutes would simply state for example: "The motion was made to authorize $300 from the operational account for the purchase of software."  The minutes would then report the results of the vote.  Am I correct.

Yes, but don't be surprised if, when chair asks for corrections to the minutes, the person who made the motion suddenly remembers making it.

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